South Coast Air Quality Management District

Approve Classification Recommendations and Add and Delete Positions

SYNOPSIS: 

Based on the results of consultant-conducted classification studies, reclassifications are recommended for selected positions in clerical classifications. Additionally, based on increased contract activity, staff recommends deleting a Contracts Technician position in Finance and adding a Staff Specialist position. The total FY 2000-01 cost to implement these recommended changes is approximately $5,809.

COMMITTEE: 

Administrative, April 13, 2001, Recommended for Approval

RECOMMENDED ACTIONS:

1. Adopt the reclassification recommendations reflected in Exhibit A.
   
   
2. Delete a Contracts Technician position in Finance and add a Staff Specialist position.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The FY 00-01 Budget includes funding for a systematic review of AQMD positions and classifications. The recommendations here continue the series of recommendations that are anticipated to result from that review.

In April 2000, the Board approved classification recommendations resulting from a study of positions in the Office Assistant class series conducted by contract consultant Comp Plus, a division of William Hamilton & Associates. As was noted to the Board at that time, while the bargaining unit representative, Teamsters Local 911, agreed with the six recommended reclassifications that the Board approved, the union requested further review of several positions Comp Plus had recommended for reclassification. Since the firm of Comp Plus closed its operation before discussions regarding their recommendations had concluded, management agreed to have the firm approved by the Board in December 1999, Koff & Associates, Inc., review the earlier Comp Plus recommendations and make independent recommendations. The study involved review of incumbents’ written descriptions of duties and responsibilities, as well as personal interviews with representative incumbents, supervisors, and management staff. Classification specifications and organizational data relevant to the classifications were also reviewed.

Koff & Associates’ review supported four earlier reclassification recommendations made by Comp Plus and identified five additional clerical positions for reclassification. The reclassifications (listed in Exhibit A) affect one Senior Office Assistant, one Intermediate Stenographer, and seven Office Assistant positions.

With respect to the Senior Office Assistant position, assigned to Science and Technology Advancement, both the original study and the later review indicated the position has significant responsibility for budget preparation and development and for monitoring expenditures. The consultants’ recommendation is that, based on the degree of independence and level of responsibility of assigned duties, the position be reclassified to Staff Assistant.

Both the earlier study and the later review also recommended reclassification of an Office Assistant position in Science and Technology Advancement. The position is responsible for monitoring and tracking technology advancement contracts and reconciling and processing contract-related invoices and resolving discrepancies. The consultants recommended the position be reclassified to Senior Office Assistant.

Both consultants recommended reclassification of two Office Assistant positions allocated to Planning, Rule Development and Area Sources. One position is responsible, with considerable independence, for tracking CEQA documents, drafting summaries of Environmental Impact Reports for Board letters, and for reporting and dealing with the public on CEQA-related matters. The other, which is currently vacant, performs a variety of duties related to the Annual Emissions Reporting Program. Based on the complexity of work, the level of responsibility, and the independent initiative required, both positions are recommended for reclassification to Senior Office Assistant.

In addition to confirming the earlier study recommendations noted above, Koff & Associates reported that, due to the large volume of work and to earlier staffing reductions, one Intermediate Stenographer position (currently underfilled by an Office Assistant) and four Office Assistant positions in Engineering and Compliance’s permit services unit are performing the same duties as the four Senior Office Assistants in that unit. Based on this assignment of the more complex work, the consultant recommended reclassifying the five positions to Senior Office Assistant.

Finally, in response to the increased level of contract activity resulting from the CARB school bus and ZEV programs, the Carl Moyer program, and clean fuels and settlement fund projects in support of the 1190 series rules, staff recommends deleting a Contracts Technician position in the procurement unit of Finance and adding a Staff Specialist position. The new Staff Specialist position would function much as the Staff Specialist position currently supporting the Mobile Source Reduction Committee and would, under the direction of the Procurement Manager, negotiate contractual terms and conditions, assist AQMD staff in preparing RFPs and RFQs and in evaluating proposals and bids, represent AQMD at bidder conferences, prepare contract documents, work with finance staff to ensure compliance with payment terms, and resolve contractual issues with contractors. Staff review of these duties indicates they are appropriate to the Staff Specialist classification.

Proposal

Staff recommends the Board approve the actions listed under "Recommended Actions" at the beginning of this Board letter and described in greater detail in the background section immediately above and summarized in the attached Exhibit A. Since, with two exceptions, incumbents affected by these changes have been performing the duties on which recommendations are based for a significant period of time, it is recommended they be reclassified with their positions. If approved, the actions recommended here would be effective at the beginning of the pay period following Board action. In agreement with the union, the two positions in Engineering and Compliance’s permit services unit recommended for reclassification to Senior Office Assistant which are currently filled by incumbents at the Office Assistant level who have not completed the required probationary period will be filled through a competitive selection process. The current incumbents would be reassigned to other Office Assistant positions within the agency, without loss of pay, if necessary.

Reclassification recommendations regarding AQMD bargaining unit classifications have been discussed with the labor representative, Teamsters Local 911, who has agreed with these recommendations. At the union’s request, management has agreed to restudy other selected positions in the Office Assistant series. If restudy indicates additional reclassifications are warranted, a recommendation will be brought to the Board at a later date.

Resource Impacts

The annual fifth-step salary cost, at current levels, of the Exhibit A position reclassification recommendations is approximately $32,290. The FY 2000-01 cost is approximately $5,809. The annual fifth-step salary cost, at current levels, of deleting a Contracts Technician and adding a Staff Specialist is approximately $19,053. There would not likely be a cost increase for this fiscal year, since it is unlikely the position would be filled before next fiscal year. Because of salary savings from vacant budgeted positions, sufficient funds exist within the approved FY 2000-01 Budget to cover the cost increase of these recommendations.

Attachment

Exhibit A

EXHIBIT A

RECOMMENDATION TO RECLASSIFY POSITIONS
 

AQMD Annual Fifth-Step Salary Cost $ 32,290
Approximate AQMD FY 00-01 Impact $   5,809

NOTES:
(1) Add the class to AQMD’s Classification Plan
(2) Amend AQMD’s Salary Resolution to establish the salary of the class
(3) Delete the existing class and salary from AQMD’s Classification Plan
(4) Allocate position(s) to the recommended class
(5) Add position(s) of the recommended class to the designated organizational unit
(6) Adopt the class specification as part of AQMD’s Classification Plan

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